Finance and Administrative Assistant
Ngo & Social Services Jobs
- Expires 29 Nov 2024
- Harare
- Full Time
Job Description
A women’s rights organization dedicated to the full protection of women’s rights, eliminating discrimination against women and girls, empowering women, and achieving gender equality seeks a highly motivated Finance and Administrative Assistant to join its dynamic team of high-impact researchers and advocates.
About the organisation
The organisation is a local Chapter of a sub-regional network currently registered and operates as a Private Voluntary Organisation (PVO) in Zimbabwe. The network member countries are Botswana, Lesotho, Malawi, Mozambique, Swaziland, and Zambia. In Zimbabwe, the organisation is present in all the ten provinces. The purpose of the network is to contribute to the sustained well-being of women and girl children through action-oriented research in the socio-legal field and advocating for women’s rights. The organisation’s work incorporates action into research by questioning and challenging the law, policies, and practices that discriminate against women and girls and believes in making the law work for women and girls, guided by human rights and feminist approaches that require supporting the voices, agency and empowerment of women and girls in all their diversity.
Job Purpose
The Finance and Administrative Assistant will provide essential support to the organization by managing day-to-day financial and administrative operations to ensure efficiency and compliance with organizational policies and donor requirements. This role involves maintaining accurate financial records, processing transactions, preparing reports, managing budgets, and supporting other administrative functions.
Duties and Responsibilities
Duties and Responsibilities
Summary of Key Functions:
• Implementation of operational strategies;
• Provision of accounting, administrative, procurement, HR and logistical support;
• Provision of support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of administrative, procurement and HR activities with organisational rules, regulations, policies and strategies.
• Full compliance of financial processes and financial records with organisational rules, regulations, policies and strategies.
• Provision of inputs to preparation of workplans.
2. Provides administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results:
• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance.
• Administrative support to organization of conferences, workshops, meetings etc.
• Arrangement of travel and hotel reservations, preparation of travel authorizations.
• Timely preparation and updating of procurement plan for all projects .
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services.
• Serving as a focal point in procurement processing for the Programme/Project’s needs.
• Certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels.
• Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant.
• Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted. other entitlements are duly processed.
• Maintenance of Petty Cash.
• Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters;
• Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters.
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
• Assistance to the Audit and prepare necessary documents
• Performance of other duties as and when required.
3. Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Monitoring the inventory records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
• Maintenance of files and records relevant to office maintenance.
Qualifications and Experience
4. Desired skills, knowledge and experience
• At least a Bachelor’s degree in Business Administration, Accounting, and/or Finance;
• Membership to an internationally recognized professional accounting body (e.g. CA, CPA, ACCA) will be considered as an added advantage.
• At least three (3) years of relevant work experience. Experience in a similar post in a non-governmental organization will be considered an advantage.
• Knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance.
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
• Competence in the use general standard software (SAP, Word, Excel, Access, MS Projects and PowerPoint).
How to Apply
APPLICATIONS PROCEDURE
Interested applicants should submit:
• CV(s) of the highlighting relevant experience.
• Submissions should be sent to procurement315@gmail.com, no later than 29 November 2024
